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About Defence

Defence Service & Personnel Records

Ex-serving members

Access to service records

How you access your service records will depend on the type and age of the records. Some records are held by agencies other than Defence such as the National Archives of Australia (NAA) and the Department of Veterans' Affairs (DVA). See the table below for information on how to access records.

Air Force:

Accessing Service Records - Air Force
Type Period / Conflict Custodian How to access
Personal WW1 / WW2 NAA www.naa.gov.au
Personal Korea / Vietnam NAA www.naa.gov.au
Personal Discharged members that served from 1973 Defence Archives Request for records [PDF, 30 KB]
Personal Active members Defence Current unit
       
Health Served and discharged prior to 1952 DVA www.dva.gov.au
Health Discharged members that served from 1952 Defence Archives Request for records [PDF,30 KB]
Health Active members Defence Current health unit

Army:

Accessing Service Records - Army
Type Period / Conflict Custodian How to access
Personal WW1 / WW2 NAA www.naa.gov.au
Personal Discharged members that served from 1947 Defence Archives Request for records [PDF, 30 KB]
Personal Active members Defence Current unit
Personal Standby Reserve members   Email request to: standby.reserve@defence.gov.au
       
Health Served and discharged prior to 1947 DVA www.dva.gov.au
Health Discharged members that served from 1947 Defence Archives Request for records [PDF, 30 KB]
Health Active members Defence Current health unit
Health Standby Reserve members   Email request to: standby.reserve@defence.gov.au

Navy:

Accessing Service Records - Navy
Type Period / Conflict Custodian How to access
Personal WW1 / WW2 NAA www.naa.gov.au
Personal Discharged members that served after WW2 Defence Archives Request for records [PDF, 30 KB]
Personal Active members Defence Current unit
       
Health Served and discharged prior to 1948 DVA www.dva.gov.au
Health Discharged members that served from 1948 Defence Archives Request for records [PDF, 30 KB]
Health Active members Defence Current health unit

Who can access service records?

Ex-ADF members can request access to their service records held by Defence Archives by completing the request for service records form.

Third parties requesting access to service records will require the member's authority. For more information see the request for service records form.

Should you be seeking access to a deceased member's service records, please be aware that the applicant will be required to provide proof of relationship such as marriage, birth and death certificates. For more information please see the request for service records form.

Which records are provided?

Defence Archives provides access to records electronically on CD or via email. The types of records provided may include:

  • Service Report
  • Full copy of personal documents
  • Full copy of health documents
Please note that in some cases you may only require access to particular documents in your records depending on the purpose of your request. By specifying the purpose for request on the request for service records form, you will be able to assist Defence Archives in determining which records you require. Please enter a reason for request in the reason and urgency of request field on the request for service records form.

Requests by Medical Units for Access to a Member's Unit Medical Record (UMR)

Defence Health Centres (Medical Units) may request access to current members Medical Records held at Defence Archives under the following conditions: —

  • Where the UMR is in the custody of Defence Archives
  • Where the original UMR cannot be located at the member's losing or gaining unit and an investigation has taken place in order to locate UMR

Where the UMR is in the custody of Defence Archives using Objective:

  • Medical Units must first search Objective to see if a UMR has been registered in Objective for that member and the 'current location' is shown as being in one of Defence Archives Repositories
  • Medical units are to request access to the UMR by using the 'Request' function in Objective

Where the UMR cannot be seen on Objective and known to be in the custody of Defence Archives

  • Medical Units must complete a PM384
  • Forward to Defence Archives via email

Where the UMR has been 'lost'

  • Medical Units are to perform an investigation to ensure that the UMR cannot be located at either the members 'losing' or 'gaining' unit
  • If all attempts to locate the UMR have been exhausted Medical Units are to complete a PM384, requesting copies of the CMR, attach evidence that an investigation has taken place and
  • Forward to Defence Archives via email

Psychology Records

From 29 November 2013, Defence has changed its policy in regards to filing of mental health documentation. All documentation raised on you for a mental health assessment will be filed on your Medical Record Documentation. Any mental health documentation completed prior to 29 November 2013 will be retained on your Psychology Record.

To request your Psychology Record or any part thereof, please complete one of the following forms (ensuring it is signed by you — the requester) and send it to Director Mental Health Clinical Standards and Practice.

Director Mental Health Clinical Standards and Practice
CP3-7-005
PO Box 7912
Department of Defence
CANBERRA BC ACT 2610
Telephone: 02 6266 3285
Email: dpsych@defence.gov.au

If the information you are seeking is not on your Psychology Record, it is advised you obtain a copy of your Medical Records.

More information on requesting your psychology record is available from this information sheet [PDF 120KB].

Compensation Records

If you are an ex-serving member seeking access to your Military Compensation file and it is post 1999, please contact the Department of Veteran's Affairs.

If you are an ex-serving member seeking access to your Military Compensation file and it is pre 1999, please send request to the relevant Service area below.

Navy - NavyMLO@defence.gov.au

Army - AHQ.FOICoord@defence.gov.au

Air Force - RAAFFOI@defence.gov.au

ADF training records and civilian recognition

If you are seeking access to your ADF training records or seeking civil accreditation of your courses that you undertook while serving, please contact the relevant Service below:

Navy Registered Training Organisation (RTO)

Navy RTO Section Training Centre
CP4-7-008
Department of Defence
PO Box 7913
CANBERRA BC ACT 2610
Email: navy.rto@defence.gov.au
Phone: (02) 6266 2500
Fax: (02) 6266 2388

Army Registered Training Organisation (RTO)

ETD Building 111
Victoria Barracks
Oxford Street
PADDINGTON NSW 2021
Email: cap.helpdesk@defence.gov.au
Phone: (02) 8335 6430
Fax: (02) 8335 6499

Air Force Registered Training Organisation (RTO)

RTO Manager Air Force
Headquarters Air Command DTS
Glenbrook Great Western Highway
GLENBROOK NSW 2773
Email: raaf.accreditation@defence.gov.au
Phone: (02) 4737 7833
Fax: (02) 4377 7140

Amendments and annotations to service records

If you wish to make an amendment to your personnel records that contain incorrect, out of date or misleading information you may do so by either of the following:

Privacy Act 1988

Australian Privacy Principle (APP) 13 - correction of personal information provides that an APP entity must take reasonable steps to correct personal information it holds, to ensure it is accurate, up-to-date, complete, relevant and not misleading, having regard to the purposes for which it is held.

The requirement to take reasonable steps applies in two circumstances

  • Where an APP entity is satisfied, independently of any request, that personal information it holds is incorrect; or
  • Where an individual requests an APP entity to correct their personal information.

Further information on APP 13 is available from: OAIC Website.

Please forward your request for amendments to defence.privacy@defence.gov.au

Freedom of Information Act 1982

You may apply, under the FOI Act, for amendment or annotation of a record of your personal information that you consider to be incomplete, incorrect, out of date or misleading.

However, several conditions must be met to make a valid request for amendment or annotation which is outlined in the document provided below.